How to Give Constructive Feedback with Empathy and Confidence

Delivering negative feedback can feel tricky, especially if you're a non-native English speaker. Linguistic differences and cultural sensitivities add layers of complexity to workplace communication, but that doesn’t mean you have to avoid addressing issues altogether.

In fact, giving constructive feedback—when done with empathy and clarity—can strengthen relationships, improve performance, and build trust. Let’s take a closer look at how you can navigate this delicate task while maintaining professionalism and respect.

1. Lead with Genuine Praise

Start on a positive note. Acknowledging a person’s strengths before addressing an issue helps set a supportive tone for the conversation. When you lead with authentic praise, you show that you recognize their efforts, which makes them more receptive to feedback.

Example:
“Your punctuality usually sets a great example on the team, which is why I was surprised by the recent delay in your reports. Let’s explore what’s going on—maybe there’s some support you need that we can provide.”

2. The Subtle Art of Indirection

How you frame your feedback matters. Avoid the word "but," as it tends to negate whatever praise came before it. Instead, use “and” to create a sense of continuity and collaboration. This way, you’re not contrasting the good with the bad, but highlighting both constructively.

Example:
“You’ve given us excellent ideas, and with a little more research, they could have an even bigger impact.”

3. Reflect on Your Own Journey

Empathy is key. Share your own experiences of making mistakes or learning on the job. This creates common ground and reminds the other person that growth is part of the journey, not a judgment on their character.

Example:
“When I started in this role, adjusting to the fast pace took me a while. I had to figure out my rhythm, just like we all do.”

4. Ask Questions, Don’t Dictate

Instead of giving orders, try leading with open-ended questions. This encourages the other person to think critically and come up with solutions on their own, fostering a more collaborative environment.

Example:
“Have you considered trying it this way?” or “What do you think would make this approach work better?”

5. Preserve Dignity

Feedback should always be delivered in private. Criticizing someone in front of others can embarrass them and damage their self-esteem. By addressing issues privately, you help the person feel respected and valued.

6. Celebrate Improvements

When the person makes progress—no matter how small—acknowledge it. Positive reinforcement encourages continued growth and makes the recipient feel good about their efforts. Recognizing even minor improvements builds confidence and motivation.

Example:
“I noticed you’ve been making a real effort to stay on top of your deadlines. Keep it up—it’s making a difference!”

7. Foster Aspirations

Encourage your team members by highlighting their potential. When people know that you believe in them, they’re more likely to rise to the occasion and put in the extra effort to succeed.

Example:
“Your attention to detail is always impressive, and I know you can bring that same focus to leading this new project.”

8. Encourage, Don’t Discourage

Frame challenges as opportunities for growth. Emphasize your belief in the person’s ability to overcome obstacles, which can transform how they view feedback from something negative into something empowering.

Example:
“I’ve seen how quickly you adapt to new challenges, and I’m confident you’ll master this one too.”

9. Inspire Enthusiasm

Present suggestions or changes in a way that aligns with the person’s own goals or interests. When people see how a new approach helps them grow personally, they’re more likely to embrace it.

Example:
“By applying your organizational skills to this project, we can achieve great results together.”

For non-native English speakers, learning to give feedback constructively is more than just mastering the language. It’s about connecting with your team, inspiring growth, and fostering a culture of trust and collaboration.

By using empathy, positive reinforcement, and thoughtful phrasing, you can give feedback in a way that builds stronger relationships and boosts your leadership impact.

Keep Learning

Loved these takeaways? Don’t stop now—go even deeper with these tips from “How to Win Friends and Influence People” about How to Give Negative Feedback in a Constructive Way. Click here to dive in!

Also, download your free audio training of the three must-know leadership communication skills for non-native speakers here.

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